25-0241_-_Pdf_(1).pdf

Walton County Board of County Commissioners

AGENDA ITEM REPORT

25-0241

Meeting: Board of County Commissioners - Feb 25 2025 Department: Parks and Recreation Submitted by: JOANNA COLLINSWORTH Staff Contact: Brad Alford, Facilities/Maintenance Director

Approved as to Legal Form: Yes Reviewed by Finance: Yes

☒ Consent Agenda ☐ Regular Agenda ☐ Public Hearing

TITLE/REQUESTED ACTION:

Request approval to award a Purchase Order to PPM Sports Turf, LLC extending off of Contract DTC-25-1036 with Leon County School Board for pest and weed control and fertilizer services for various Walton County parks and ballfields in an amount not to exceed $134,515.95 annually for the length of the contract

PURPOSE / SUMMARY EXPLANATION OR HISTORY:

The Parks Department has previously used this company and was very well pleased in the quality of services and performance.

The vendor will be providing pest control, weed control, and fertilizer services for the following parks:

Wee Care Park, Paxton Ballpark, Harbeson Field, DeFuniak LL, Helen McCall Park, South Walton Sports Park, Emerald Coast Boys & Girls Club, Driftwood Park, and Grady Brown Park.

The contract with Leon County School Board is initially for three years and may renew, in whole or part, for a renewal term not to exceed three years, or portions thereof, upon mutual agreement of the Parties as set forth in the Contract.

FINANCIAL IMPACT

INITIAL COST ANNUAL RECURRING COST (if any) $134,515.95 $134,515.95

FUNDING SOURCE BUDGETED

FY25 Parks Budget No

ATTACHMENTS:

Walton County 2025 Price List DTC-25-1036 FULLY EXECUTED Pest Weed Services-PPM Sports Turf

Professional Pest Management 6637 North Monroe St.

Tallahassee, FL 32303

(850) 321-0792

FAX (850)765-3147

jimmyppmst@gmail.com

PROPOSAL SUBMITTED TO: Proposal Date: 1/7/2025 PROPOSED SERVICE LOCATION: Walton County Athletic Fields

Walton county Parks & Recreation Wee Care & Paxton LL & Harberson Field - 14.5 acres ATT: Shane Supple & Jonathon Patronas Defuniak LL & Helen McCall - 16.31 Acres 171 Country Club Lane South Walton & Boys/Girls Club - 17.74 Acres Defuniak Springs, FL 32435 Driftwood & Grady Brown Park - 8.63 Acres

Sports Turf Proposal for 2025 Season / Month DESCRIPTION OF APPLICATION: Acreage: Cost/Acre: Total:

Spring Pre/Post Feb. Pre/Postemergent for Broadleaf and Grassy Weed control. 57.18 197.50 $11,293.05

Summer Pre/Post May Pre/Postemergent for Broadleaf and Grassy Weed control. 57.18 197.50 $11,293.05

Fall Pre/Post Sept. Pre/Postemergent for Broadleaf and Grassy Weed control. 57.18 197.50 $11,293.05

Postemergence Sedge Postemergence for Sedge 57.18 190.00 $10,864.20

Postemergence Sedge Postemergence for Sedge 57.18 190.00 $10,864.20

Insecticide F.A. & M.C. Topchoice application for Fire Ants and Mole crickets 57.18 325.00 $18,583.50

Insecticde Worms Acelepryn application will be impregnated on a slow release fertilizer. This will 57.18 230.00 $13,151.40 be a 1 lb. of Nitrogen per Acre along with 4 months of worm prevention. June

Fertilizer #1 Fertilizer with slow release nitrogen @ 1 lb/N 57.18 165.00 $9,434.70 Fertilizer#2 Fertilizer with slow release nitrogen @ 1 lb/N 57.18 165.00 $9,434.70 Fertilizer#3 Fertilizer with slow release nitrogen @ 1 lb/N 57.18 165.00 $9,434.70

Fertilizer#4 Fertilizer with slow release nitrogen @ 1 lb/N 57.18 165.00 $9,434.70

Fertilizer#4 Fertilizer with slow release nitrogen @ 1 lb/N 57.18 165.00 $9,434.70

All of this pricing is based of the Current State contract with Leon County Schools.

All pricing includes material and application.

*Contact me if you have any questions or concerns regarding this information. After your review please sign below and return a copy to me by email or fax. Thank you for your valued business. Total: $134,515.95

Best Regards, Jimmy Evans, President

Yes, We agree to the above proposal. Customer Signature/Title_________________________________________________Date______________ mailto:jimmyppmst@gmail.com

School Board of Leon County, Florida

District Term Contract

DTC-25-1036

Pest & Weed Control Services for Competitive Sports and Athletic Fields

This Contract is between the School Board of Leon County, a public school district within Leon County, Florida, with offices at 2757 West Pensacola Street, Tallahassee, FL 32304 (District), and PPM Sports Turf LLC., (Contractor) located at 6497 Broadtree Ct., Tallahassee FL 32317. The District and Contractor are collectively referred to herein as “Parties,” and individually as a “Party.” All capitalized terms shall have the meaning assigned to them in the Contract unless otherwise defined here.

The Contractor responded to the District’s Invitation to Bid (ITB) No. 2417-2025 Pest & Weed Control Services for Competitive Sports and Athletic Fields. The District has accepted the Contractor’s Bid and enters into this Contract in accordance with the terms and conditions of ITB No. 2417-2025 Pest & Weed Control Services for Competitive Sports and Athletic Fields.

Accordingly, and in consideration of the mutual promises contained in the Contract, the Parties agree as follows:

I. Scope of Work

The services to be provided by the Contractor pursuant to this Contract are defined in ITB No. 2417-2025 Pest & Weed Control Services for Competitive Sports and Athletic Fields, and all Addenda which are referenced and incorporated herein. The Contractor’s Price sheet is attached as Exhibit B. This Contract serves as a master agreement, with individual purchases being made via purchase orders (POs).

II. Contract Term

The initial term of the Contract is for three (3) years. The initial Contract term shall begin on July 1, 2024, or on the last date on which it is signed by all Parties, whichever is later.

III. Renewal Terms

The District and the Contractor may renew the Contract in whole or in part, for a renewal term not to exceed three (3) years, or portions thereof, upon mutual agreement of the Parties as set forth in the Contract.

IV. Contract

This Contract, together with the following attached documents (Exhibits), sets forth the entire understanding of the Parties and supersedes all prior agreements, whether written or oral, with respect to such subject matter.

All Exhibits attached to this Contract are incorporated in their entirety and form part of this Contract.

The Contract has the following Exhibits:

a) Exhibit A: ITB No. 2417-2025 Pest & Weed Control Services for Competitive Sports and Athletic Fields, and all Addenda; and

b) Exhibit B: PPM Sports Turf LLC, Price Sheet

LCS District Term Contract

In case of conflict, the documents shall have priority in the order listed:

a) The District Term Contract;

b) Exhibit A: ITB No. 2417-2025 Pest & Weed Control Services for Competitive Sports and Athletic Fields and all Addenda; and

c) Exhibit B: PPM Sports Turf LLC, Price Sheet.

V. Amendments

No oral modifications to this Contract are acceptable. All modifications to this Contract must be in writing and signed by both Parties, except changes to Section VII., below. Any future amendments of the Contract, that alter the definition of the services, shall define the services in the same format as Exhibit A.

Notwithstanding the order listed in Section IV, amendments issued after Contract execution may expressly change the provisions of the Contract. If an amendment expressly alters the Contract, then the most recent amendment will take precedence.

VI. Contract Notices

Contract notices may be delivered by email to the Contractor’s designated contact person as prescribed in Section VII.

VII. Contract Management

The District’s Contract Manager is:

Ryan Peck, Director

Maintenance Department

Leon County Schools

3420 W. Tharpe St., Suite 200

Tallahassee, Florida 32303

850-617-1818 peckr@leonschools.net

The District may appoint a different Contract Administrator or Manager, which will not require an amendment to the Contract, by sending written notice to the Contractor. Any communication to the District relating to the Contract shall be addressed to the District’s Contract Manager or designee.

The Contractor has assigned the following individual(s) to serve as the designated contact person for this Contract:

Primary Contact:

PPM Sports Turf LLC.

James Evans, President 6497 Broadtree Ct., Tallahassee FL 32317

850-321-0792 jimmyppmst@gmail.com mailto:peckr@leonschools.net javascript:openNewWindow(%22smailedit001.w?emailAddr=JIMMYPPMST%2540GMAIL.COM&subject=%22,%20785,%20768,%200,%20%22add%22)

All questions and customer service issues concerning this Contract shall be directed to the Contractor’s designated contact person(s), above. It will be the designated contact person’s responsibility to coordinate with necessary District personnel, as required, to answer questions and resolve issues. The Contractor must provide written notice to the District’s Contract Manager, or designee if a new employee is designated as the contact person for this Contract.

VIII. Termination

A. Termination for Convenience

The Contract may be terminated by the District upon no less than 60 calendar days' notice and by the Contractor upon no less than 180 calendar days' notice, without cause, unless a lesser time is mutually agreed upon by both parties. Notice shall be delivered by certified mail (return receipt requested), by another method of delivery whereby an original signature is obtained, or in-person with proof of delivery.

B. Termination for Cause

If a breach of this Contract occurs by the Contractor, the District may terminate the Contract for cause.

The District chooses to provide, at its exclusive option, an opportunity for the Contractor to cure the breach for cause within 30 calendar days upon written notice of the deficiency by the District. Any breach of this Contract which is still left uncured by the Contractor after the District has elected to provide 30 calendar days to cure (remedy) the breach, may result in the District’s termination of this Contract upon 24 hours written notice by the District. If the District does not elect to afford an opportunity for the Contractor to cure a breach (e.g. instances of egregious Contractor conduct or other Contractor actions which may be harmful to the District), the District may immediately terminate this Contract for cause, upon 24 hours’ written notice to the Contractor, as described in this section. Notice shall be delivered by certified mail (return receipt requested), in person with proof of delivery, or by another method of delivery whereby an original signature is obtained.

C. Termination for Unauthorized Employment

Violation of the provisions of Section 274A of the Immigration and Nationality Act shall be grounds for unilateral cancellation of this Contract.

D. Termination for Lack of Funds

In the event the funds to finance this Contract become unavailable, the District may terminate the Contract upon no less than 24 hours notice, in writing, to the Contractor. Notice shall be delivered by certified mail (return receipt requested), in-person with proof of delivery, or by another method of delivery whereby an original signature is obtained. The District shall be the final authority as to the availability of funds.

E. Contract Termination Requirements

If at any time, the Contract is canceled, terminated, or otherwise expires, and a Contract is subsequently executed with a contractor other than the Contractor or service delivery is provided by the District, the Contractor has the affirmative obligation to assist in the smooth transition of Contract services to the subsequent provider. This includes but is not limited to, the timely provision of all Contract-related documents, information, and reports, not otherwise protected from disclosure by law to the replacing party.

IX. Assignment

The Contractor shall not sell, assign, or transfer its responsibilities or interests under this Contract to another party without prior written approval of the District’s Contract Manager, or designee. The District shall, at all times, be entitled to assign or transfer its rights, duties, and obligations under this Contract to another governmental agency or special district of the State of Florida upon providing written notice to the Contractor.

X. Subcontracts

The Contractor is fully responsible for all work performed under this Contract. The Contractor may, upon receiving written consent from the District’s Contract Manager, or designee, enter into written subcontract(s) for the performance of certain obligations under this Contract. No subcontract shall relieve the Contractor of any responsibility for the performance of its contractual duties. All payments to subcontractors shall be made by the Contractor.

It is understood and agreed that the District shall not be liable to any subcontractor for any expenses or liabilities incurred under the subcontract and that the Contractor shall be solely liable to the subcontractor for all expenses and liabilities under this Contract. All subcontractors are subject to the same background check requirements as are referenced in Exhibit A.

XI. Price Adjustments

Any price decrease effectuated during the Contract period by reason of market change or special sales offered to other customers shall be passed on to the District. This shall also apply to all in-place equipment on a rent or lease plan. Price increases are not accepted unless otherwise stated. All prices are firm and shall be held for the duration of the Contract term. The District may, at its sole discretion, review a request from the Contractor for an equitable adjustment in Contract pricing if pricing or supply availability is affected by extreme or unforeseen conditions in the marketplace, outside of the Contractor’s control. Requests shall be submitted to the District’s Contract Manager along with justification and backup information, as necessary, such as a letter from a manufacturer regarding price increases. The District will consider the request and respond within 30 days. The Contractor shall continue to fill orders at the current Contract pricing until a decision has been made.

XII. Additions/Deletions

During the term of the Contract, the District reserves the right to add or delete the number of commodities or services, when considered to be in its best interest. Pricing shall be comparable to the amounts awarded.

XIII. Other Conditions

A. Public Records

The Contractor agrees to (a) keep and maintain public records required by the Board to perform the service; (b) upon request from the Board’s custodian of public records, provide the Board with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in Florida Statute; (c) ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the Contract term and following completion of the Contract if the Contractor does not transfer the records to the Board; and (d) upon completion of the Contract, transfer, at no cost to the Board all public records in possession of the Contractor, or keep and maintain public records required by the Board to perform contractual obligations. If the Contractor transfers all public records to the Board upon completion of the Contract, the Contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public record disclosure requirements. If the Contractor keeps and maintains public records upon completion of the Contract, then the Contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the Board, upon request, in a format that is compatible with its information technology systems. The Board may unilaterally terminate the Contract for refusal by any Contractor to allow public access to all documents, papers, letters, or other material made, or received by the Contractor in conjunction with the Contract unless the records are exempt from Section 24(a) of Art. I of the State Constitution and either Section 119.07(1), F.S. or Section 119.071, F.S. Additionally, the Contractor may be subject to penalties under Section 119.10, F.S.

If the Contractor has questions regarding the application of Chapter 119, Florida Statutes, to the Contractor’s duty to provide public records relating to this Contract, contact the custodian of public records at:

Leon County Schools ATTN: Julie Jernigan 2757 West Pensacola Street Tallahassee, Florida 32304 Telephone: (850) 487-7177 Email: jerniganj@leonschools.net

B. Disputes

Any dispute concerning the performance of the terms of this Contract shall be resolved informally by the Contract Managers. Any dispute that cannot be resolved informally shall be reduced to writing and delivered to the District’s Purchasing Director or designee. The District’s Purchasing Director, or designee, shall decide the dispute, reduce the decision to writing, and deliver a copy to the Parties, the Contract Managers, and the District’s Contract Administrator.

C. Notices

All notices required or permitted by this Contract shall be given in writing and by hand-delivery or email to the respective Parties. All notices by hand-delivery shall be deemed received on the date of delivery and all notices by email shall be deemed received when they are transmitted and not returned as undelivered or undeliverable. Both Parties may change their contact information and Contract Manager by written notice given to the other Party as provided above.

D. Insurance

The Contractor agrees to provide adequate insurance coverage on a comprehensive basis and to hold such insurance at all times during the existence of this Contract. The Contractor accepts full responsibility for identifying and determining the type(s) and extent of insurance necessary to provide reasonable financial protection for the Contractor and the District under this Contract. At a minimum, this coverage shall include general liability coverage of no less than $1 million per occurrence and $2 million in aggregate.

mailto:jerniganj@leonschools.net

Upon the execution of this Contract, the Contractor shall furnish the District’s Contract Manager, or designee, written verification of such insurance coverage. Such coverage may be provided by a self-insurance program established and operating under the laws of the State of Florida. The District reserves the right to require additional insurance where appropriate.

If the Contractor is a state agency or subdivision as defined in Section 768.28, F.S., the Contractor shall furnish the District, upon request, written verification of liability protection in accordance with Section 768.28, F.S. Nothing herein shall be construed to extend any Party’s liability beyond that provided in Section 768.28., F.S.

E. Employee Status

This Contract does not create an employee/employer relationship between the Parties. It is the intent of the Parties that the District and Contractor are independent contractors under this Contract and neither is the employee of the other for all purposes, including, but not limited to, the application of the Fair Labor Standards Act minimum wage and overtime payments, Federal Insurance Contribution Act, the Social Security Act, the Federal Unemployment Tax Act, the provisions of the Internal Revenue Code, the State Workers Compensation Act, and the State unemployment insurance law.

F. Force Majeure

Neither Party shall be liable for loss or damage suffered as a result of any delay or failure in performance under this Contract or interruption or performance resulting directly or indirectly from acts of God, fire, explosions, earthquakes, floods, water, wind, lightning, civil or military authority, acts of public enemy, war, riots, civil disturbances, insurrections, strikes, or labor disputes.

G. Available Funding

The District’s performance and obligation to pay for goods and services under this Contract are contingent upon available annual funding. The costs of services paid under any other Contract or from any other source are not eligible for reimbursement under this Contract.

H. Scrutinized Companies Contractor Certification

The Contractor certifies they are not listed on the Scrutinized Companies that Boycott Israel List, created pursuant to Section 215.4725, F.S., and they are not currently engaged in a boycott of Israel. If the resulting Contract exceeds $1,000,000.00 in total, (not including renewal years), the Contractor certifies that they are not listed on either the Scrutinized Companies with Activities in Sudan List, or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List created pursuant to Sections 215.473, F.S., and 215.4725, F.S., and further certifies they are not engaged in business operations in Cuba or Syria. Pursuant to Sections 287.135(5), F.S., and 287.135(3), F.S., the Contractor agrees the District may immediately terminate the resulting Contract for cause if the Contractor is found to have submitted a false certification or if the Contractor is placed on the Scrutinized Companies with Activities in Sudan List, the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott of Israel, or has engaged in business operations in Cuba or Syria during the term of the resulting Contract. Any company that submits a bid or proposal for a Contract, or intends to enter into or renew a Contract with an agency or local governmental entity for goods or services, of any amount, must certify that the company is not participating in a boycott of Israel.

IN WITNESS THEREOF, the parties hereto have caused this Contract to be e,cecuted by their undersigned officials as duly authorized.

CONTltACTOR: SCHOOL BOARD OF LEON COUNTY, FL

PPM Sports Turf llC.

A ~ (AkJ RoanneWood,Boar Chair rized Representative

£,'1/)vr Title

Date

Date

Invitation to Bid (ITB)

Purchasing Department 3397 West Tharpe Street

Tallahassee, Florida 32303 purchasing@leonschools.net

Pest & Weed Control Services for Competitive Sports and Athletic Fields

ITB 2417-2025

ITB Released: April 4, 2024

Deadline for Questions*: April 16, 2024

Bids Due*: 2:00 p.m. on May 7, 2024

Nancy Scott Procurement Officer

*Timeline subject to change. Changes will be communicated through an addendum to this ITB (see Section 1.8) kailj Typewritten Text

EXHIBIT A

mailto:purchasing@leonschools.net

ITB Timeline Steps in the ITB Process

Date and Time Location (if applicable)

Release of ITB April 4, 2024

District Website https://www.leonschools.net/Page/4411

DemandStar https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/

Written Questions Due

April 16, 2024

Submit to:

Nancy Scott, Procurement Officer

Subject: ITB 2417-2025, Pest & Weed Control Services for Competitive Sports and Athletic Fields

Email: purchasing@leonschools.net

Anticipated Posting of Answers to

Submitted Questions April 19, 2024

District Website https://www.leonschools.net/Page/4411

DemandStar https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/

Sealed Bids Due and Opened

May 7, 2024, @ 2:00 P.M.

Submit to:

Leon County Schools

Purchasing Department

Attn: Nancy Scott, Procurement Officer

ITB 2417-2025, Pest & Weed Control Services for Competitive Sports and Athletic Fields

3397 W. Tharpe Street

Tallahassee, FL 32303*

*Also, the location for the Bid Opening

Anticipated Date the District will Advertise its

Notice of Award Recommendation

June 10, 2024

District Website https://www.leonschools.net/Page/4411

DemandStar https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/ https://www.leonschools.net/Page/4411 https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/ https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/ https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/ mailto:purchasing@leonschools.net https://www.leonschools.net/Page/4411 https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/ https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/ https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/ https://www.leonschools.net/Page/4411 https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/ https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/ https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/

Table of Contents

ITB Timeline

SECTION 1: Key Information

1.1 Quick Facts

1.2 Bidder Qualifications

1.3 How to Contact Us (Procurement Rules and Information)

1.4 Developing Your Bid

1.5 Submitting Your Bid

1.6 Bid Opening

1.7 Disposition of Bids

1.8 Changes to the ITB

1.9 Protest Procedures

SECTION 2: Scope of Work

2.1 Background

2.2 Procurement Overview/Requirements

2.3 Contract Term

2.4 Bidder Responsibilities

2.5 Scope of Work

2.6 Invoice and Payment

2.7 Performance Monitoring

SECTION 3: Procurement Rules and Information

3.1 Contents and Format of Bid Submittals

3.2 Basis of Award

3.3 Advertising Notice of Board Decision

3.4 No Prior Involvement and Conflicts of Interest

3.5 Confidentiality, Proprietary, or Trade Secret Material

3.6 Florida Preference

3.7 Small Business Participation

3.8 Local Business Preference

SECTION 4: Contract Terms and Conditions

4.1 Contract Modifications

4.2 Use by Other Public Agencies

4.3 Travel Expenses

4.4 E-Verify

4.5 Subcontracts

4.6 Background Screening Requirements/Jessica Lunsford Act

4.7 Copyrights, Right to Data, Patents, and Royalties

4.8 Independent Contractor Status

4.9 Contact with Students

4.10 Assignment

4.11 Force Majeure

4.12 Severability

4.13 Reservation of Rights

4.14 Americans with Disabilities Act

4.15 Employment of District Personnel

4.16 Legal Requirements

4.17 Conflict of Law and Controlling Provisions

4.18 Default

4.19 Termination

4.20 Public Records

4.21 Indemnification

4.22 Disputes

4.23 Federal Terms and Conditions

4.24 Anti-Discrimination

4.25 Discriminatory Vendor List

4.26 Public Entity Crime & Convicted Vendor List

4.27 Scrutinized Companies Certification

4.28 Vendor Interests

SECTION 5: Definitions

Attachment I

Attachment II

Attachment III

Attachment IV

Attachment V

Attachment VI

Attachment VII

Attachment VIII

Attachment IX

Exhibit A

Exhibit B

SECTION 1: Key Information

1.1 Quick Facts

The School Board of Leon County, Florida (hereinafter referred to as the “District”) is seeking experienced and qualified Vendors to establish firm pricing to provide pest, weed, and insect control services for the competitive sports and practice fields in the District.

a. The use of capitalization (such as Bidder) denotes words and phrases with special meaning as defined in Section 5, Definitions.

b. Unless otherwise indicated, all dates and times reflect Eastern Time (Tallahassee, Florida).

c. The District reserves the right to perform, or cause to be performed, the services herein described in any manner it sees fit, including, but not limited to, award of other contracts, utilization of existing State or governmental contracts, public purchasing cooperatives, or to perform the work with its own employees.

1.2 Bidder Qualifications

Bidders shall maintain a permanent place of business, have adequate equipment to perform the requested services, be financially solvent, and maintain enough qualified personnel to perform the services of this Contract. The Bidder must have:

a. The Bidder must be duly licensed in the State of Florida;

b. The Bidder shall have seven (7) years of continuous experience in the last ten (10) years providing pest, weed, and insect control services for competitive sports and practice fields for commercial accounts of similar scope and size;

c. The Bidder shall have personnel that are adequately trained and experienced in Prescription

419 Hybrid Bermuda, prescription turf management, and able to meet all requirements of this ITB.

1.3 How to Contact Us (Procurement Rules and Information)

a. All questions related to this ITB must be made in writing, via email, to the Procurement Officer listed below. Questions will only be accepted if submitted in writing on or before the date and time specified in the Timeline.

b. On or about the date referenced in the Timeline, the District will advertise its answers to written questions on the District’s website at https://www.leonschools.net/Page/4411 and

DemandStar at https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-

56aa6ed77478.

c. Between the release of the solicitation and the end of the 72-hour period following the advertisement of the Notice of Board Decision (the 72-hour period excludes Saturdays, Sundays, and District holidays), Bidders to this ITB or persons acting on their behalf may not contact any employee, officer or member of the Leon County School Board or Superintendent concerning any aspect of this solicitation, except in writing to the Procurement Officer as provided in this https://www.leonschools.net/Page/4411 https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/ https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/ https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/ solicitation or directed by the District. Violation of this provision may be grounds for rejecting a

Bid.

d. Any person requiring special accommodations responding to this solicitation because of a disability should contact the LCS Purchasing Department at (850) 488-1206 at least five (5) days before any pre-solicitation conference, solicitation opening, or public meeting. Persons who are deaf, hard-of-hearing, deaf-blind, or speech-disabled may contact the LCS Purchasing Office by using the Florida Relay Service at 1-800-955-8771 (TTY/ASCII).

e. The District's Procurement Officer

Name: Nancy Scott, Procurement Officer

Purchasing Department

Leon County Schools

3397 W. Tharpe Street

Tallahassee, FL 32303

Telephone: (850) 488-1206

Email: purchasing@leonschools.net

f. The Bidder shall not initiate or execute any decision or action arising from any verbal discussion with any District employee related to this ITB (see Section 2.2). Only written communications from the District's Procurement Officer and formal addendums are considered duly authorized expressions on behalf of the District. Additionally, only written communications from a Bidder are recognized as duly authorized expressions on behalf of the Bidder.

1.4 Developing Your Bid

a. This ITB is being issued as part of an open, competitive process and sets out the appropriate steps and conditions.

b. Bidders should take the time to read and understand the ITB. In particular, they should:

1. Review Title XLVIII, K-20 Education Code, within the Florida Statutes.

2. Develop a strong understanding of the District’s requirements detailed in Section 2.

3. Ensure their company is on file and in good standing with the Florida Department of State, or provide certification of exemption from this requirement, as required for all entities defined under Chapters 607, 617, or 620, Florida Statutes (F.S.), seeking to do business with the District.

c. Bidders should prepare a clear and concise Bid, avoiding complicated jargon, and thoroughly describe their ability to meet the expectations of the District.

d. Bidders must follow the format and instructions included in this ITB for their Bid submittal.

e. Bids that contain provisions that are contrary to the material requirements of this ITB are not permitted. Including alternate provisions or conditions to material requirements will be considered a counter offer and will result in the Bid being deemed non-responsive.

f. Bidders must use Attachment I, Price Sheet, to submit pricing. Bidders shall not change or substantially alter the form but fill it out completely, as instructed in Section 3.2 of this ITB.

mailto:purchasing@leonschools.net http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Index&Title_Request=XLVIII#TitleXLVIII

g. Bidders should thoroughly review their Bid before submission to ensure the Bid is complete and accurate and it has provided all information requested in the format prescribed in Section 3, Procurement Rules and Information.

h. The District is not liable for any costs incurred by a Bidder while responding to this ITB, including the costs associated with attending site visits, oral presentations, or negotiations, as applicable.

i. Bidders are expected to submit questions or concerns regarding the requirements or terms and conditions of this solicitation during the question and answer phase, per Section 1.3, a.

j. The District shall reject any and all Bids that do not meet the following pass/fail criteria (also referred to as Mandatory Responsiveness Criteria). Any Bid rejected for failure to meet these requirements will not be evaluated further:

1. The Bidder must be duly licensed in the State of Florida;

2. The Bidder must provide three verifiable references from commercial accounts of a similar size and scope;

3. The Bidder shall have seven (7) years of experience in the last ten (10) years providing pest, weed, and insect control services for competitive sports and practice fields for commercial accounts of similar scope and size;

4. The Bidder shall have personnel that are adequately trained and experienced in Prescription

419 Hybrid Bermuda and prescription turf management, and able to meet all requirements of this ITB.

5. The Bidder must confirm that all services to be provided under the Contract will be compliant with all laws, rules, and other authority applicable to providing the services, including, but not limited to, Florida’s Open Government Laws (Article I, Section 24, Florida Constitution, and Chapter 119, F.S.); and

6. The Bidder shall complete and submit the following:

i. Attachment I, Price Sheet

ii. Attachment II, Required Provisions Certifications

iii. Attachment III, Notice of Conflict of Interest

iv. Attachment IV, Bidder Contact Information

v. Exhibit B, References

1.5 Submitting Your Bid

a. Bidders shall submit their Bids in a sealed envelope or package with the ITB number and the date and time of the Bid opening clearly marked on the sealed envelope or packaging. Bidders may submit their Bids by mail, courier, delivery services (such as FedEx or UPS), or hand-delivery to the location below. The District will not accept any Bids submitted via email or fax.

b. Bidders must mail or otherwise deliver their Bids to the following address:

Leon County Schools

Purchasing Department

ITB 2417-2025, Pest & Weed Control Services for Competitive Sports and Athletic Fields

Attn: Nancy Scott, Procurement Officer

3397 W. Tharpe Street

Tallahassee, FL 32303

c. It is the Bidder’s responsibility to ensure their Bid is delivered to the District by the date and time stipulated in the Timeline. The District’s clock will stamp Bids received and shall provide the official time for the Bid opening. Late Bids will not be accepted.

d. Submit one (1) signed original, one (1) additional hard copy, and one (1) electronic copy of the

Bid in searchable PDF format on an electronic storage device or flash drive (not password protected). The original physical Bid will take precedence in the event there is a discrepancy between the original and electronic copy.

e. If the Bidder includes information in their Bid that they believe is and have marked as confidential or trade secret, they should submit a redacted copy of their Bid; as outlined in

Section 3.5, the Bidder should submit one (1) redacted hard copy and one (1) redacted electronic copy, in searchable PDF format (in addition to the non-redacted version).

f. Bidders are encouraged to print Bid documents double-sided and minimize the use of non-recyclable materials.

1.6 Bid Opening

a. Bids are due and will be publicly opened at the time, date, and location specified in the Timeline.

b. District staff are not responsible for the inadvertent opening of a Bid that is improperly sealed, addressed, or not correctly identified with the ITB number.

c. After the Bid Opening, interested parties may submit a written request to the Procurement

Officer for the names of all Bidders.

1.7 Disposition of Bids

a. The District reserves the right to withdraw this ITB at any time and, by doing so, assumes no liability to any Bidder.

b. The District reserves the right to reject any Bids received in response to this ITB.

c. The District reserves the right to waive Minor Irregularities when doing so would be in the

District's best interest. The District may correct Minor Irregularities at its exclusive option but is not obligated to do so.

d. All documentation produced as part of this Bid shall become the exclusive property of the

District, may not be returned to or removed by the Bidder or its agents, and will become a matter of public record, subject to the provisions of Chapter 119, F.S. Selection or rejection of the Bid will not affect this right. Should the District reject all Bids and re-solicit, information submitted in response to this ITB will become a matter of public record as indicated in Section 119.071, F.S.

The District shall have the right to use any ideas, adaptations of any ideas, or recommendations presented in any Bid. The award or rejection of a Bid shall not affect this right.

1.8 Changes to the ITB

The District will post all addenda and materials relative to this procurement on the District’s

Purchasing website at https://www.leonschools.net/Page/4411 and on DemandStar at https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/.

Interested parties are responsible for monitoring this site for new or changing information relative to this procurement. Bidders are responsible for ensuring that all addendums have been read and incorporated, as applicable, in their Bid.

1.9 Protest Procedures

Per Section 120.57(3), F.S., a Notice of Intent to Protest or a Formal Written Protest must be filed with the District’s Purchasing Department within the timeframes established in Florida Statutes.

Filings may be made physically at 3397 W. Tharpe Street, Tallahassee, Florida 32303, or via email to

Bidprotests@leonschools.net. Protests must be made in compliance with Rules 28-110.003 and 28-

110.004, Florida Administrative Code (F.A.C.). Filings received on a weekend, District holiday, or after

5:00 p.m. will be filed the next business day.

Failure to file a protest within the time prescribed in Section 120.57(3), F.S., or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, F.S.

(The remainder of this page is purposefully blank) https://www.leonschools.net/Page/4411 https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/ https://www.demandstar.com/app/agencies/florida/leon-county-schools-purchasing-department/procurement-opportunities/ed9224e2-7a4c-4013-91a2-56aa6ed77478/ mailto:bidprotests@leonschools.net

SECTION 2: Scope of Work

2.1 Background

The District and the School Board are created under Article IX, Section 4, of the Constitution of the State of Florida. The School Board is an independent taxing and reporting authority responsible for the operation, control, and supervision of all free public schools within the school district, subject to the

Florida K-20 Education Code, Chapters 1000 – 1013, F.S. The Board consists of five (5) elected officials responsible for, among other things, the adoption of policies that govern the operation of District public schools. The elected Superintendent of Schools is responsible for the administration and management of the schools within the applicable parameters of state laws, State Board of Education Rules, and

School Board policies.

The District provides a standard, traditional curriculum to a student body of approximately 30,000 students ranging from pre-kindergarten through the 12th grade. The District also provides adult education at several facilities during regular and non-school hours. In addition to the standard curriculum, The District offers a variety of specialized technical training programs for higher-grade levels.

2.2 Procurement Overview/Requirements

Through this solicitation, the District is seeking to identify qualified vendors and establish a Contract at firm pricing to provide pest, weed, and insect control services for the competitive sports and practice fields district-wide.

2.3 Contract Term

We anticipate the Contract(s) will commence on or about July 1, 2024.

The expected Contract terms and options to renew are:

Description Time Period

The initial term of the Contract Three (3) years

Optional Contract Renewal Term(s) Up to three (3) years, or portions thereof

Maximum term of the Contract Six (6) years

2.4 Bidder Responsibilities

Each Bidder is required to carefully examine the ITB requirements, Bid prices and extensions, insurance requirements, licensing requirements, Bid opening date and time, and to completely familiarize itself with all of the terms and conditions that are contained within the ITB. Failure to do so on the part of the

Bidder will in no way relieve it of any of the obligations and responsibilities that are a part of the ITB.

2.5 Scope of Work

The awarded Contractor shall be responsible for providing any and all materials, equipment, transportation, herbicides, pesticides, and labor necessary to perform weed and pest control maintenance services for the treatment, prevention, and maintenance of any and all unwanted grasses, weeds, or other plants located within the specified sites, and treatment, prevention, and maintenance of any and all unwanted pests such as mole crickets, army worms, and any other pests that are detrimental to the specified competitive sports fields, practice fields, parks and other sites included herein.

The awarded Contractor is responsible for providing pesticide applicators trained and certified by an adequately designated State lead agency as competent to handle and apply the pesticide products necessary to implement pest control services.

The following is a general description of services to provide pest and weed control on the competitive sports and practice fields of the District. Services shall be performed in accordance with, but not limited to, the standards set by OSHA and the EPA. All materials shall be applied in accordance with the product labels.

2.5.1 Applications

a. The application of products for weeds and/or insect control will occur monthly between the months of March and September.

b. Applications may be necessary at other times of the year, depending on the conditions of the turf and/or the presence of weeds or insects. Additional applications will be made on an

“as needed” basis and will be billed at the awarded Contractor’s firm price.

c. It is imperative that the awarded Contractor be flexible as to when applications can be made. The awarded Contractor will be required in all instances to perform pest control either at night or in the early morning hours to limit exposure to the public. Applications that are required during the school day must be made in the evenings after all games, practices, etc., have been completed.

d. The awarded Contractor must contact the District Project Coordinator at each school to schedule a time to apply chemicals when fields are not in use. The scheduled application times are to be communicated to the Grounds Department District Project Coordinator or his designee to ensure that District work is properly scheduled around the applications.

2.5.2 Application Record

A chemical application record shall be furnished for each treatment made within ten (10) working days of treatment unless requested sooner. It shall include location, date of treatment, target pests, rates used, all products used, time of application, which areas were treated, the equipment used to make the application and the individual names of the personnel making the application, the name of the District Project Coordinator who authorized the application and any other conditions the contractor may wish to include for record keeping. Further, it is required that an MSDS be provided to the Grounds Department District Project Coordinator for each chemical used in a given application.

2.5.3 Material Safety Data Sheet (MSDS)

In compliance with Chapter 422, Florida Statutes, and Chapter 38F-41, Florida Administrative

Code, any item delivered or used when providing services under this contract must have a published Material Safety Data Sheet (MSDS). The awarded contractor is responsible for providing a written notification and MSDS for any hazardous material that may be used during the term of this agreement and any renewal periods. The District defines hazardous material as

“any material or substance for which there is sufficient data to indicate a reasonable risk to physical and/or environmental health”. These substances are classified as poisonous, toxic, corrosive, flammable, explosive, radioactive, or otherwise have any warning on the product label. Each MSDS must be in English and include information regarding the specific material identity of the hazardous chemical(s) involved and the common names. Information must be provided on the physical and chemical characteristics of the hazardous chemical: known acute and chronic health effects and related health information; exposure limits; whether the chemical is considered to be a carcinogen by NTP, IARC, or OSHA; emergency first aid procedures; and the identification of the organization responsible for preparing the MSDS.

2.5.4 Approved Chemical Products

The District has approved specific chemicals that have been identified as being the most successful products in the long-term control of pests and weeds on the fields specified herein.

These specifically identified brands are the only approved products that the District will allow to be applied to the competitive sports and practice fields district-wide.

2.5.5 Posting

The awarded Contractor shall visibly post areas treated, and such posting will remain until the proper time intervals as stated on the applied product(s) labelling.

2.5.6 Equipment

a. The Bidder shall submit an equipment list they intend to use under the requirements of this agreement at the time of bid.

b. The awarded Contractor will be required to use precision equipment, including but not limited to a computerized GPS-monitored system.

c. The computerized monitored systems need to be for both liquid and granular applications equipment.

d. The equipment needs to have the ability to calibrate acres along with chemicals and fertilizer applied.

2.5.7 Response Time

The awarded Contractor must be able to respond to all service requests within twelve (12) hours of notification.

2.5.8 Site Log

The awarded Contractor must keep a “site log” showing each site's location, date, and time of services as specified. A copy of the site log must be sent to the Grounds Department District

Project Coordinator to match the invoice/service tickets furnished to the Accounts Payable personnel in the District’s Maintenance Department.

2.5.9 Field Scouting

The awarded Contractor must visit each field bi-weekly to check for re-infestations of insects or areas of weeds that the chemical application may not have controlled. The awarded Contractor is to send notifications to the Grounds Department District Project Coordinator by email about which field product was used, the rate of the product, and the reason for the retreatment before the retreatment of the field for approval. Any re-application of the product will be at the contractor’s expense.

2.5.10 Safety

The awarded Contractor shall take all reasonable precautions for safety and shall provide all reasonable protection to prevent damage, injury, or loss to persons and employees of the

District. The awarded Contractor shall be responsible for the safe use and application of the products as specified. Protective clothing and equipment devices shall, at a minimum, conform and comply with all Occupational Safety and Health Administration (OSHA) regulations as they are applicable.

2.5.11 Facility Use, Hazardous Materials, and Waste Clean-Up

a. The awarded Contractor shall notify the Grounds Department District Project Coordinator of any and all chemical spills or leaks from equipment or otherwise as soon as they occur, with follow-up in writing. The awarded Contractor must include a plan for controlling and correcting the problem in the written report.

b. The awarded Contractor shall conform to all applicable OSHA, state, and local regulations while performing work under this Contract and shall take all necessary, ordinary, and extraordinary precautions to provide a safe work environment at all times for the occupants of the school or facility and the general public in and around the work area.

c. The…